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Administrative Assistant, Cardiology

Burlington, Massachusetts

Organization Facility: Lahey Hospital and Medical Center Category: Administrative / Executive Assistants Job ID: JR38764 Date posted: 02/12/2024
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When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

Job Summary: Provides administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, and providers.


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Job Description:

The Administrative Assistant role is now eligible for a $1,000 sign on bonus. Important Details: Bonuses are paid out in 2 payments: $500 at 30 days of hire and $500 at 6 months of hire. To be eligible, you must be a non-BILH employee or a previous eligible employee who returns to BILH after 1 year.  Employee must be in good standing to receive the bonus at the time of payment. All bonuses are subject to applicable taxes. If you leave Lahey Health & Medical Center before your first anniversary you will pay back the sign-on bonus to Lahey Health & Medical Center. This program is subject to change at any point.

Primary Responsibilities:

Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. 

Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.

Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned. 

Provides positive and effective customer service that supports the operations of the department and medical center. 

Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays, problems and errors. 

Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents. 

Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.

May also update patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments. Schedules patient appointments utilizing scheduling tools and resources. Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed.

Obtains patient information and materials as needed from referral sources. Prepares patient records for clinical activities and maintains patient records for physicians. Acts as liaison with other departments and external customers in a calm and supportive manner. Handles confidential information appropriately and explains policies and procedures when necessary.

Actively assists and supports licensed practitioners by queuing prescriptions for renewal.

    Minimum Qualifications:

    Education:High School diploma or equivalent, plus additional specialized training in office software and systems.

    Licensure, Certification, Registration:None required.

    Skills, Knowledge & Abilities:

    • Exceptional time management, organizational, communication, and interpersonal skills. 
    • Ability to multitask in a fast-paced environment.
    • Ability to work with and maintain highly confidential information.
    • Ability to exercise tact, discretion, judgment and decision making as it relates to the scope of the job. 
    • 2+ years' experience as Administrative Assistant to a leadership role (manager, director, etc.).

    FLSA Status:

    Non-Exempt

    As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

    More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

    Equal Opportunity Employer/Veterans/Disabled

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    Why join Beth Israel Lahey Health?

    If you’re looking for a career where you can make a difference and explore your potential, Beth Israel Lahey Health is the place you belong. Our system includes a network of hospitals, physician practices, outpatient centers, and other healthcare facilities and we offer a broad range of careers in direct patient care, environmental services, registration, finance and many other fields. We are focused on providing compassionate and personalized healthcare with a strong reputation for clinical excellence and research and offer diverse opportunities for career growth and development. Conveniently, we have many locations in communities across Eastern Massachusetts and Southern New Hampshire.

    At Beth Israel Lahey Health, we see you for all that you are – your experience and your dreams. Explore our open opportunities and find out why so many have already chosen to join our team.

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